New Hire Timeline for Georgia Daycares: A ‘First Week’ Checklist for Directors - post

Georgia daycare directors wear a lot of hats. When you hire someone new, the first week can feel busy and stressful. But a smooth first week is possible when you plan the basics: safety, routines, training, and communication. This article will help you welcome new staff with clear steps that protect children and build confidence.

Why is the first week so important for new childcare staff?

The first week sets the tone. New staff learn how your program works, what “safe” looks like in your building, and how you expect them to talk with children and families.

A strong start helps because:

• Children are safer when staff know rules, supervision habits, and routines.

• Families trust programs that feel organized and calm.

• Directors save time later by preventing problems before they start. #Georgia #childcare #safety

What should directors prepare before the new hire’s first shift?

Before Day 1, try to remove barriers so the new staff member can focus on children and learning.

Start with background check steps
Georgia requires criminal records checks for staff and others involved with child care. DECAL explains the process and provides fingerprint instructions.

Set up basic staff paperwork
Keep it simple and consistent:

• Emergency contacts

• Signed policy acknowledgements

• Health information your program requires (based on your policies)

• A “who to call” page (director, lead teacher, front office)

Create a staff file that is easy to audit
A good file is not fancy—it is complete. Use one folder (paper or digital) that includes:

• Background check documentation/determination letter (or status tracking)

• Training certificates

• CPR/First Aid copies (when completed)

• Job description and orientation notes

Assign a mentor
Pick one calm, reliable staff member to be the “buddy” for the first week. That mentor helps the new hire learn your routines, ratios, and expectations.

A helpful ChildCareEd resource for staffing basics is:
https://www.childcareed.com/r-00296-staff-qualifications-and-ratios-admin.html

What should happen on Day 1 so children stay safe and staff feel confident?

Day 1 should be calm and structured. Your goal is safe supervision + clear routines, not “perfect teaching.”

Give a quick safety tour
Show the new hire:

• Exits and meeting spots

• Fire extinguisher locations and first-aid kit

• Diapering/toileting area and cleaning supply storage

• Where allergy info and emergency numbers are posted

Teach your supervision expectations
Use simple language like:

• “Stay where you can see all children.”

• “Count heads during transitions.”

• “Never leave a room without coverage.”

Review key policies in 10–15 minutes
Don’t overload them. Focus on what prevents mistakes:

• Drop-off and pick-up rules

• Illness and injury response

• Medication steps and documentation

• Behavior guidance approach (what to do and what not to do)

Give one small job they can do right away
New staff feel better when they can help. Choose a safe, clear task like:

• Set up a center area

• Read a short book with a small group (with mentor nearby)

• Help with handwashing and lining up

What training should Georgia directors schedule in the first week?

In Georgia, new staff with direct care responsibilities must complete 10 hours of state-approved Health & Safety Orientation training within the first 90 days of employment. This requirement is stated by DECAL and also reflected in Georgia rules.

To make it easy, enroll the staff member during Week 1 and set a due date on your calendar.

ChildCareEd course (directly related)

• Georgia 10-hour training (meets the DECAL requirement):
  https://www.childcareed.com/courses-10-hour-health-and-safety-orientation-training-4009.html

Helpful starter course for aides
If you hire assistants/aides, a short orientation can help them feel ready fast:

• https://www.childcareed.com/courses-3-hour-aide-orientation-1.html

Director/leadership training (if applicable)
If your new hire is in a leadership role, director training may be needed:

• https://www.childcareed.com/courses-40-hour-director-s-course.html

Tip: DECAL also publishes training guidance and FAQs. It reminds programs that training must support job performance and that virtual training should not be taken while supervising children.

How can directors build family trust during a new staff member’s first week?

Families notice when there is a new face. Your job is to keep communication steady and kind.

Use a simple message plan
Ask new staff to:

• Smile, greet, and use a family’s name when possible

• Share a one-line update at pick-up (“He had a great snack and played blocks.”)

• Send bigger concerns to the director or lead teacher (so messages stay consistent)

If you want a Georgia-focused training overview that explains expectations and compliance clearly, share this ChildCareEd article with new hires:
https://www.childcareed.com/a/peach-state-prep-your-guide-to-required-training-for-georgia-early-educators.html

How do directors track training in GaPDS and avoid common mistakes?

Georgia uses the Georgia Professional Development System (GaPDS) as a central place for early educators to manage profiles and track credentials and training.

If your program tracks training there, set it up early so you are not chasing certificates later.

Simple tracking habits that work

• Ask new staff to create a GaPDS profile during Week 1

• Save certificates in two places: staff file + program backup folder

• Keep one onboarding sheet that lists: training started, training completed, certificate saved

ChildCareEd also has a helpful article for providers on tracking training in GaPDS:
https://www.childcareed.com/a/how-can-i-track-my-staff-s-training-in-gapds-as-a-provider.html

Common onboarding mistakes (and quick fixes)

• Mistake: Waiting too long to enroll required training

  • Fix: Enroll during hiring or Week 1, then set a due date reminder (Day 30/60/90).

• Mistake: Incomplete staff files

  • Fix: Use one folder + one checklist and finish it by Day 3

• Mistake: Certificates not saved

  • Fix: Require staff to email certificates the day they earn them

What should directors do at the end of Week 1?

End the week with a short, supportive check-in. Keep it kind and practical.

In a 30-minute meeting, cover:

• What went well

• What felt confusing

• What safety routine needs more practice

• What training is scheduled next

• What the Week 2 plan is

This is also a good time to praise effort. Positive feedback builds confidence fast. #newhires #training #directors